Sherwood Charter School Parent Advisory Committee Board Meeting

PAC Meeting – February 17, 2022

MINUTES

Location: Zoom

Board Members in attendance: Tamara Potruch (Chair), Jen Crosby (Co-Chair) Ashley Weston (Co-Secretary), Daniel Standke (Co-Treasurer), Roxie Anderson (Treasurer)

CALL TO ORDER- Tamara called the meeting to order at 6:35.

Ashley made a motion to approve meeting minutes of the January 20, 2022 PAC Board Meeting.  Roxie seconded the motion.  Motion passed approving the minutes.  

Tamara said that the See's candy fundraiser is coming up and that the dates have changed a bit.  The online storefront will be open from 3/1- 3/25.  There was an issue with the original link and image being available for people to share on their personal Facebook pages, so Roxie volunteered to create a Bitly link. Tamara asked See’s for a link at this time, but we can’t get it until the day that the storefront actually opens.  We will plan for the link to be in the Thursday email on 3/3.  Roxie will work on social media images and posts.  

Tamara shared that the 2nd and 3rd grades were scheduled to host the teacher luncheon on March 4.  This luncheon was canceled through the office and they will be moved to hosting in April.  Kindergarten and 1st grades will host in May.

Tamara would like to purchase letters for the reader board.  A pack of 314 pieces costs $51.45.  Since the purchase is less than $100 it doesn’t have to be voted on, but Tamara just wanted to share that information with the board.

Tamara said that our PAC schedule has March listed as the month for PTO renewal.  Roxie said that since we aren’t a PTO and are instead a PAC, that we shouldn’t have to do anything.  She recommended that we check with Korrin who might know more. Roxie said that our Liability insurance is coming due soon and she will look further into it.  Likely it is set to auto-renew.

Tamara asked for any community event ideas for the spring, such as a virtual event like the sticker competition last year.  She said that we would be looking for ideas that are low cost and that we are in a unique position in planning an event, in that masks will possibly not be required soon, as well as the upcoming chance of being allowed to meet in person.  Jen said that we could do something similar to our usual Back to School Picnic, but instead have popsicles and simple, store bought items.  She said that we could look at renting a park pavilion.  Roxie and Ashley agreed with this idea and recommended the possibility of doing it as an end of school year event.  This would be a great time to welcome new families that haven't been able to meet others in person. 

Tamara asked if we have the funds to do an end of year event as well as a spring event?  Roxie said we’ve spent about $300 of our $900 event budget.  Jen asked how much a room at Langer’s would be.  Tamara mentioned that there might be a concern with getting approval for an inside event.  After checking on pavilion pricing at local parks, it was found that Snyder and Stella Olsen shelters are $60, Murdoch and Woodhaven $50.  Jen mentioned that there would be more parking at the bigger parks.  It was discussed that we could plan for the last day of school (6/9), possibly trying for then like we used to do with John’s Incredible Pizza.  We will figure out how early in advance we could book that.  Jen mentioned that we might need to look at hours of the Stepping Stones ceremonies to find out the best time to schedule it, or we could try an open house style if needed.  Tamara asked that we keep thinking about event options for April or May as well.

Jen said that she is working on a flier/reading log for the Read-a-thon.  She is trying to be clear in her wording to communicate why we’re doing this fundraiser.  It was recommended that on the flier, we refer parents to the website or social media with more info so that the flier doesn’t have to be so wordy.  Jen can send the info to Roxie to post on the website.  Jen plans to turn it into the school early next week to get it in backpacks next Wednesday or Thursday.  Shannon has asked Joe Whitehead to dress in the Cat in the Hat costume during carline on 3/2 and will ask the school for permission for she and Shannon to be Thing 1 and Thing 2.  She said that maybe we should send an email to teachers letting them know that we will be doing the Read-a-thon.  Tamara agreed that it would be good to let them know that those were our plans.  Jen will get Tamara the correct link for Pledgestar so that we can share it with families for donations.  Parents can register there for donations, but we don’t want them to track minutes there, as the event is open to all even if you don’t donate money.  Jen is still planning to ask the office for a pizza party as a class gift.  The book fair is still scheduled for May, but she hasn’t approached the office about it. She is still hoping that the kids can use Scholastic dollars at the book fair as rewards following the Read-a-thon.  She will plan to gather the reading logs before spring break and announce the winners after.  She won’t publicize individual rewards yet, since we are still waiting on book fair info.

Roxie is planning to do a bottle/can drive the last Monday of the month, after hours at school.  Tamara asked if people could drop off during car line.  Roxie said that she could park in a public parking area near the school between 3:30-4:30.  She plans to make this a regular event.

UPCOMING DATES

Campus Clean-Up Thursdays, 4:00pm

Read-a-Thon March 2nd-March 14th

See’s Candy Fundraiser March 14-April 1

Next PAC Board Meeting on March 17 at 6:30pm on Zoom.

With no further business or comments, Tamara adjourned the meeting at 7:23pm.

 

SCS PAC 4th Annual Read-a-Thon!

 

Join us for the 4th annual SCS Library Read-A-Thon and fundraiser!

This year we will begin on Dr. Seuss’s Birthday, Wednesday March 2nd! Reading will continue and be recorded until Thursday March 10th. Donations will be accepted on https://pledgestar.com/sherwoodcharter from March 2-14.  

Individuals from each class and grade levels with the highest reading minutes will win an awesome reward! Also class and individual rewards will go to those who bring in the highest donations for our library! 

We have once again teamed up with Pledgestar for easy donating to our library at https://pledgestar.com/sherwoodcharter.

Because our library is completely parent volunteer run and funded by the SCS Parent Advisory Committee and donations from SCS friends and family we rely on your support each year to pay the fees, software updates, programs like OBOB and update our reading selection.  This year we are focusing on revamping the nonfiction section and expanding our selection of equitable books that reflect the diversity of our community and our school. Unfortunately due to Covid restrictions, volunteers could not be on campus this year which restricted the Library from opening, although all these costs accrue even when our library is closed. Please consider donating and sharing link to friends or family. Thank you for your support!

 

Sherwood Charter School Parent Advisory Committee

PAC Meeting – February 3, 2022

MINUTES

Location: Zoom

Board Members in attendance:  Tamara Potruch (chair), Roxie Anderson (Treasurer), Jen Crosby (co-chair), Ashley Weston (co-secretary)

Parents in attendance: 4

Staff in attendance: Nora Stuckey

CALL TO ORDER-  6:31pm by Tamara Potruch

Tamara read PAC mission and HEART skills.

Roxie Anderson makes a motion to approve the minutes of the January 6, 2022 meeting, and Lambie Swenson seconds.  Motion passes approving the minutes.

Principal’s Corner

Mrs. Raboli was unable to attend, but checked in with Tamara earlier to let her know that she was working hard to fill the Kindergarten position left open by Mrs. Connolly’s exit and that she would be happy to answer any questions that parents would like to send her way.

Teacher Liaison Report

Mrs. Stuckey mentioned that Heart week is just around the corner.  Next week in PE, the K-5 classes will be starting the Heart challenge, talking about how to stay healthy, heart disease, etc., and that more information would be provided in the Thursday email.

Treasurer’s Report

Roxie presented the treasurer’s report and mentioned that she would link the January report in the chat if anyone is interested in taking a look.  Currently we have $16,777.17 in our Chase bank account, $52.10 in BottleDrop, and $590.09 in PayPal.  

Roxie said that Korrin suggested including some financial documents from here on out and that parents can feel free to contact Roxie if there is any information that they would like to see specifically.  

Roxie said that the Scrip gift card fundraiser we have used in the past is all online now and that she opened an account.  There is no penalty if we decide to not use it.  She said it is available if anyone would like to order gift cards through it and test it out.  Jen said we used to use it a lot during teacher appreciation week to purchase gift cards and then would earn a percent back, so this might be an option that we want to look into again.  It appears that a parent is currently signed up to take charge or help with teacher appreciation week, so Roxie will send info their way and look into it further. 

Tamara said that she has to pay for the PAC P.O. Box, which went up in price to $240 this year.  She will pay for it and then get reimbursed by the PAC.  

UPDATES, NEW BUSINESS & ANNOUNCEMENTS

Spirit Wear Update

Lambie said that the Spirit Wear order had been placed and should be here in a couple of weeks.  She said we sold over $1400 and paid out $1100, which is great since we usually we just break even.  It was the biggest order we’ve seen in a while.  Lambie was able to use some stock that was already on hand to fulfill an order at no additional cost to us and able to get discounts on some larger orders that really helped with our total amount.  She will give the money to school on Monday. Tamara thanked Lambie for taking on this project.  

Puzzle Event Update

Tamara reported that 84 students had requested puzzles and that they had all been delivered to the students.  She’s been getting tons of entries already.  She accidentally put the wrong picture submission deadline date of February 3rd on the driveway letterboard sign, but students still have until February 4th to submit pictures.  Tamara will choose a name by randomizer this weekend, and it will be announced on Monday in order to get the Handel’s gift card to the winner by our DNO event at Handel’s on February 10th. 

Dining Night Out Update

Earlier, Tara Garcia texted recent DNO information to Tamara.  December was our Chipotle DNO, and we earned $89.  January was our Red Robin DNO and we earned $99.  February will be Handel’s, and April will be The Old Spaghetti Factory.  Tamara said she’d heard that Mary Woodward Elementary in Tigard did a McDonalds DNO option and raised almost $2000, so she had asked Tara to look into that possibility.  

Scholastic Book Fair Update

Jen was not there yet, so Tamara began by passing on the information that Jen shared with her previously.  Scholastic is no longer offering online book fairs as an option, only in person.  For schools that are still following Covid guidelines, they offer other options, such as each class walking through separately, putting a post-it with their name on it on books they are interested in, and paying with money that has been previously put in their Scholastic eWallet.  This still requires a volunteer with each class to run the purchases and SCS is still not allowing volunteers at this time.  Another option would be window shopping and wish lists for kids/families to park and shop during carline time.  Our upcoming book fair would’ve been in March.  It was decided as a PAC board to remove the March option to reduce stress on teachers, principal, etc. Our goal is to have one in May, as it’s important to still try and have it so that we can use Scholastic dollars for Read-a-thon winner gifts. Tiffany asked about the possibility of getting Barnes and Noble gift cards if we’re not able to have the book fair.  Tamara said that was a great idea but then it would be taking money out of the library budget unlike Scholastic dollars.  A parent mentioned that she has participated in store book fairs in the past that have benefitted schools. 

Read-a-thon

Tamara said that original dates for the Read-a-thon were 2/27-3/2, ending on Dr. Seuss’ birthday, but Jen and Shannon wanted a bit more time to get organized on it instead.  It will run tentatively from 3/2-3/14.  Funds raised will go to the library.  Even though students don’t currently have access to the library, this allows us to purchase new books and to pay for library software needed. 

When Jen joined the meeting, she was able to provide further information regarding the Read-a-thon and clarified the dates.  She said that flyers for the Read-a-thon should be in backpacks in mid February either Thursday the 10th or the 17th, with a start date of Wednesday, March 2.  It was discussed that we should maybe have teachers pass out the flyers on a Wednesday in case they forget and then can do it on Thursday if needed.  It may be a problem to send it too early in case it gets lost or if kids start logging their minutes too early.  Jen said that we could potentially have it ready in backpacks on February 23.  Roxie suggested making a digital copy available in case it gets lost. The flyer will include a reading log on one side.  There will be only a paper copy of the log instead of an online log like last year.  We will not be using the tracker with PledgeStar this year, as few used that option last year.  Jen mentioned another feature added to the reading log would be a place for parents to initial at the end of the form to sign off on total minutes read, adding an extra layer of accountability, as it was noted that last year some students may have logged inaccurate minutes.  Jen said that she is going to see if the office will let her and Shannon stand outside at carline in Dr. Seuss’ character costumes to publicize the event. 

There will be class rewards again this year since we’re back in school in person.  Jen needs to talk with the office about how that will work. In the past pizza parties were a class prize for the most money raised, but she’s not sure if that will be possible or not since kids can’t eat in the classroom currently and will look into other options.  There will prizes for grades K-2, 3-5, and 6-8, including: class with the most money raised, individual rewards for most reading minutes per grade (likely Mudpuddles gift card, could possibly still be Scholastic dollars if we have a book fair), most money raised per grade (also gift card reward), overall reading minutes in each age division.  There may also be a runner up in some categories if the same person was to win, with the winner getting a $10 gift card and the runner up getting a $5 gift card.  

Jen said that printing plus rewards is estimated to be about $300.  It could be less if we’re able to use Scholastic dollars as rewards. We have previously partnered with Mudpuddles who gave us a 20% discount for books for the library when we bought Mudpuddles gift cards that are specifically labeled to be used for books. 

Other New Business

There will be a See’s Candy fundraiser coming up in March.  Tamara said that we are planning just an online version and that it was very successful last year.  The product is shipped directly to families and will be available before spring break, arriving in time for Easter.

There is a Teacher/Staff luncheon on March 4.  Second and third grade will be hosting this time. 

Tamara said that the SCS Auction is coming up and that we should start seeing more information coming through soon about it.  In the past , we have had class baskets available to bid on in the auction.  Tamara asked for any further input on this, such as theme suggestions. Roxie said that her family participated last time and that it is great when it is clear what the money is going to. Mrs. Stuckey and Roxie mentioned class baskets last time included themes of game night, beach, movie, garden, and picnic. Tamara asked if teachers should pick a theme or just get assigned one. Roxie suggested assigning them but giving them the option to choose if they’re really passionate about a certain one.  Other themes suggested included Lego, s’mores, and pets. 

Tamara opened the floor for any other questions or comments.  She said there is currently not a PAC sponsored family event planned for the spring, but we are open to options. She shared that we want to be sure to let the SCS teachers and staff know that the parents appreciate, love, and thank them for all that they do.  

 

UPCOMING DATES

Campus Clean-Up Thursdays, 4:00pm

Dining Nights Out (DNO) - Handles’s Ice Cream Thursday, February 10th 

Read-a-Thon March 2nd-March 14th

See’s Candy Fundraiser March 14-April 1

Next PAC General Meeting on March 3 at 6:30pm on Zoom.

Tamara adjourned this meeting at 7:23pm.